Biz Letter

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Transcript of Biz Letter

  • Different types of formal letters

    Basically, they all have the same layout styles, salutation and endings. However, the

    information that you include in these letters differ. Here is a closer look at different types of

    business letters.

    Inquiry letters

    These letters are used to request more information about a product or service. You must

    clearly explain what information you are seeking. You may also ask for further details in the

    form of catalogs, brochures etc.

    How to write a letter of enquiry

    Sometimes even though the organization has not advertised a vacancy they may have

    vacant positions that need to be filled. You will be able to find out if there is indeed a vacancy by

    sending them a letter of enquiry. Here is a brief outline for drafting a letter of enquiry.

    Opening paragraph

    In the opening paragraph give a brief introduction of yourself and explain why you are

    writing the letter. Let them know what kind of position you are looking for. You must also state

    why you are interested in working with them and how you found out about them.

    Paragraph 2

    In the second paragraph, clearly mention your academic qualifications and work

    experience. You may also add any relevant details that might improve your chances of being

    considered for the job.

    Paragraph 3

    In the third paragraph, inform them that you have included your CV. You may also draw

    their attention to particularly important points you would like them to consider.

  • Closing paragraph

    In the closing paragraph, restate your interest in working for the company, thank them for

    taking the time to read your letter and explain your availability for interview. You may also

    make it clear that you are interested in being considered for vacancies that might arise in the

    future if none exists at the moment.

  • How to write an inquiry letter

    An inquiry letter is what we send to a person or a company when we need more

    information about a product or service offered by that person or company. These letters are often

    written in response to an advertisement.

    Examples of inquiry letters are given below.

  • Inquiry letter writing tips

    An inquiry letter, also called a letter of interest, is a special kind of cover letter. It is an

    unsolicited letter that you would send to a prospective employer expressing your interest in

    working for them. In an inquiry letter, you write about your academic qualifications,

    achievements and work experience.

    A well-written inquiry letter can help you find your dream job. Before you start writing,

    do your homework and find out as much information as you can about the company you are

    writing to.

    How to write an inquiry letter

    Address the letter to a specific person. If you dont know, call the company and find out

    whom you should write to.

    Send an original, signed copy of your letter. Keep a photocopy of the letter for your

    reference, but the one that you send should be the original one.

    Do not use a generic inquiry letter. Tailor each letter to the company and the position you

    are applying for.

    In an inquiry letter, you are not supposed to write about your hobbies, interests or marital

    status. Instead focus on your professional achievements and skills. Clearly explain what you can

    do for the company and why they should consider hiring you.

    Enclose your resume with your inquiry letter and make a reference to it. You can do this

    by saying, for example, As you can see from my enclosed resume

    Your inquiry letter and your resume are two independent documents: one is not supposed

    to be a substitute for another. In your letter of interest, you can repeat some of the main

    information in your resume, but dont go beyond that. Instead, elaborate on your work

    experience and other skills or qualities that will make an ideal candidate for the position.

    As with any formal letter, make sure to revise your inquiry letter before sending it. Look

    for spelling and grammar mistakes. If it is possible, ask a friend or a colleague to proofread it for


  • Organizing Your Letter of Interest

    Your inquiry letter should fit on one side of an 8 x 11 inch page.

    Begin the letter with a salutation to a specific person. As far as possible avoid generic

    salutations such as Dear Sir or Madam or To whom it may concern.

    Begin the letter by explaining why you are writing it. Clearly state which position you are

    seeking and why you would like to work for the company.

    In the subsequent paragraphs write about your professional skills, accomplishments and

    personal traits that will make you a suitable candidate for the position. While talking about your

    qualifications make a reference to your resume and dont forget to send it along with the letter.

    In the closing paragraph, express your desire to meet with the reader at a time convenient

    for him or her to further discuss the possibility of working with them.

    Specify a date and time when you will call the recipient to follow up.

    Give your contact information. Sign the letter before sending it.

    After you have sent the letter, dont forget to follow up.

  • Inquiry letter sample 2

    An inquiry letter is one that is sent to a person or a company seeking more information

    about a product or service they offer. The tone of an inquiry letter has to be polite. Here is a

    sample inquiry letter that you can use as an outline for drafting your own inquiry letters.

  • Replying to an Inquiry

    This is the kind of letter that you may have to write very often. Customers who make

    inquiries about your products or services are definitely interested in buying them. When you

    reply to these inquiries you have to provide as much information as possible. Your reply should

    prompt the client to take the desired action it could be subscribing to a service you provide or

    purchasing a product you offer.

    Sample Letter #1: Respond to an inquiry about products or services

    [Letter Date]

    [Recipients Name]

    [Address line 1]

    [Address line 2]

    [State, ZIP Code]

    [Subject: Normally bold, summarizes the intention of the letter] -Optional-

    Dear [Recipients Name],

    We have received your inquiry about the online tutorial services we offer. Thank you very much for your interest!

    We have attached a description of the various plans and services we provide for your perusal. However, since

    these things are best explained in person, we would like to send one of our representatives over to answer all of

    your questions and explain why our strategies work best for teenagers and adults. We will be giving you a call

    within the next two days so that we can set an appointment. We look forward to doing business with you!


    [Senders Name]

    [Senders Title] -Optional-

    Sales Letters

    Sales letters are used to promote new products and services. A sales letter must clearly

    state the advantages of using the specific product you are trying to promote. Ideally, a sales letter

    must highlight an important problem and then explain how that problem can be solved by using

    your product. All sales letters must include a call to action.

  • Acceptance letter

    An acceptance letter is one that is written when you want to accept a job, a gift, an

    invitation, an honor, a resignation etc. You may have verbally accepted the job or gift. Still it is a

    smart idea to formally accept the offer with an acceptance letter.

    How to write an acceptance letter

    An acceptance letter is one that is written when you want to accept a job, a gift, an

    invitation, an honor, a resignation etc. You may have verbally accepted the job or gift. Still it is a

    smart idea to formally accept the offer with an acceptance letter.

    How to write an acceptance letter:

    Formal acceptance letters must have the same format as a formal letter. Put your own

    address at the top on the right. Put the date directly under the address. Put the name and address

    of the person you are writing to on the left side of the page, starting on the same level as the date

    or slightly below.

    At the beginning of the letter itself, thank the person or organization for offering you the

    job, promotion, appointment etc. For example, Thanks for offering me a job at your prestigious


    Make a brief but clear reference to what it is that you are accepting. For example, you

    may write: This is a great opportunity for me, and I am happy to accept the position as regional

    manager of sales.

    While formally accepting a job offer or similar assignment, briefly restate the terms you

    have both agreed upon. This should include the date when you can join the organization, your

    job expectations, salary and other perks.

    Close the letter by restating your appreciation for being offered the job, assignment,

    honour, etc.

    Recheck for spelling or grammatical errors

  • Make sure that your acceptance letter is well-worded and free of grammatical or spelling

    mistakes. Careless mistakes like these will not only create a bad impression for you but also ruin

    the entire purpose of writing the letter.

    Formal letter samples: Acceptance of job offer

    You may have verbally accepted the job. Still